Confessions of a reformed email organizer
First off, if you’re a tech person (like me) and obsessed with personal organization (like me) and you’re not reading Lifehacker, then you really should start. That was where I first got the idea that I could have a more streamlined email account.
Secondly, if you’ve ever written me an email and I never wrote back, here is the reason why: I was swimming in information overload.
Also, if you’re like me (in the process of downsizing your life to 50 square feet) then you’ll also recognize that information overload is an enemy when valuable energy-sucking internet time is of the essence. It is very important to tackle this problem before it pins you down.
I switched to Gmail way back in December of 2004 when searchable email and threaded conversations were novel. Being a bit of a perfectionist, I went crazy with ways to organize my mail. At any given time I would have something like 50 combined filters and labels to sort email according to the content and author. Needless to say I had a high-maintenance inbox and if I ever got lazy, all of a sudden I would have 300 messages to sort.
It took me four whole years to realize that I didn’t need any of it. I’m reformed. Here is my new and improved email productivity system:
1. ARCHIVE folder
Make use of that archive function in Gmail. This is email that, while you may be glad to have received it, you’re fairly certain you never need to see again. (You can always search for it later.) I separate my archive labels by calendar year.
2. HOLD ONTO folder
This contains email that, for whatever reason, you might want to refer back to. Maybe it’s a newsletter that you fully intend to read sometime or it contains a link you want to bookmark eventually. This file should be reviewed and cleared out every month.
3. PENDING ACTION folder
This contains email that you need to respond to or act on in some way. Social invitations, work requests, correspondence, etc. I subscribe to the Getting Things Done method: if you can do it in 2 minutes, do it. If you can’t, put it in this folder.
If you sort your mail like this daily, you’ll quickly understand why your inbox should be completely empty 99% of the time. The reduction in e-clutter does wonders for your personal well-being.
(Thanks to my friend Ash and my Twitter followers for giving me tips on this subject.)
{ 5 comments… read them below or add one }
I do use filter (but I do a lot of auto assigning-so no manual work, I just archive it.) But I also use the draft function A LOT. Recipes, ongoing notes, and file attachment. Then I can search on things, message or draft, or refer to the auto filters.
One time set up on the filters (which work 90% of the time) and some auto assigning if I think it needs it (which is rarely.)
Gmail is BRILLIANT.
Also, consider an “off site storage” account for storing PDF’s or important files; such as YourNamesFiles@gmail.com . Redundant backup for peace of mind.
Gmail IS brilliant! Thanks for the tips. I’ll have to think about the backup idea. I definitely need to find a better solution for sorting my online notes/drafts.
I leave pending action emails in my inbox. That way every time I log in, I see them and am reminded to take action. Gets stuff done.
Sounds like triage. Thanks for these tips!
It sounds like you are just moving your email to other places when you have ‘hold folders’ and other folders to store things in. I go by the ‘if you have read it, understood it, and don’t want it, throw it away’ rule. Thus, the only folder I have is my inbox and my reunion box, which is essential since I run the family reunion every year.